HomeMy WebLinkAboutMINUTES - 07081986 - 1.85 4
TO: ,-? BOARD OF SUPERVISORS
FROM: Mark Finucane, Health Services Director Cb ltra
By: Stuy* McCullough, Assistant Health Services DirectorCosta
DATE: June 25, 1986 Wurty
SUBJECT: Rollover Proposal for Retention of Unexpended FY 85-86 State
Mental Health Funds for Use in FY 86-87
SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
I. RECOMMENDED ACTION:
1 . Approve amendment to the County Mental Health Plan for Fiscal Year 85-86
to incorporate the proposal for retention of unexpended FY 85-86 State
mental health funds for use in FY 86-87 as follows:
a. An estimated $494,582 in unexpended State Targeted Supplemental Funds
(Homeless Program) , and
b. An estimated $146,274 in unexpended State Supplemental Residential
Care Services Funds (SB155) .
2. Certify that up to $54,954 in required County matching funds will be pro-
vided for the unexpended FY 85-86 State Targeted Supplemental Funds
(Homeless Program) in FY 86-87, and
3. Authorize the Health Services Director to fund the required 10% County
Match in the FY 86-87 Health Services Department Budget, not to exceed
$54,954 in County funds.
II. FINANCIAL IMPACT:
This proposal, if approved by the State Department of Mental Health, will
permit the "roll-over" of unexpended FY 85-86 State categorical funding for
use in FY 86-87 to augment the County's Targeted Supplemental Funds
(Homeless) Program and Supplemental 'Residential Care Services Program.
These anticipated roll-over funds will be used to fund one-time-only start-
up activities in both programs in FY 86-87. There are sufficient County
dollars available in the Health Services Department's FY 86-87 Budget
Request to fund the 10% required County Match for the anticipated roll-over
of Targeted Supplemental Funds (Homeless Program) ; the Supplemental
Residential Care Services Program currently requires no County Match since
it is totally funded by the State in FY 85-86 and FY 86-87.
III. 'REASON 'FOR 'RECOMMENDATION%BACKGROUND:
In May 1986 the County received State Department of Mental Health Letter No.
86-16 (Retention of Unexpended Funds) which established procedures for the
County to retain ("roll-over") the unexpended portion of certain mental
health funds that were allocated to Contra Costa County for Y 85-86.
CONTINUED ON ATTACHMENT: X YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF B ARD COMMITTEE
APPROVE OTHER
SIGNATURE(S):
ACTION OF BOARD ON iTtily .8, .1986 APPROVED AS RECOMMENDED X OTHER
VOTE OF SUPERVISORS
1 HEREBY CERTIFY THAT THIS IS A TRUE
X UNANIMOUS (ABSENT IV AND CORRECT COPY OF AN ACTION TAKEN
AYES: NOES: AND ENTERED ON THE MINUTES OF THE BOARD
ABSENT: ABSTAIN: OF SUPERVISORS ON THE DATE SHOWN.
cc: Health Services Director ATTESTED July 8, 1986
State Dept: of Mental Health —
County Administrator PHIL BATCHELOR, CLERK OF THE BOARD OF
Auditor-Controller SUPERVISORS AND COUNTY ADMINISTRATOR
M382/7-83 B ,DEPUTY
Board Order (page 2)
Rollover Proposal for Retention of Unexpended FY 85-86 State
Mental Health Funds for Use in FY 86-87
The State requires submission of a Board Order prior to July 15, 1986, cer-
tifying that the County will provide the required matching funds. Delays in
implementing both the County's proposed Homeless Mentally Disabled Services
Program (approved by the Board on December 17, 1985) and the SB155
Supplemental Residential Care Services Program have resulted in a substan-
tial underexpenditure of the County's FY 85-86 allocation of State categori-
cal funding for these programs. These roll-over dollars will be used to
fund one-time-only start-up activities which are greatly needed in both
programs in FY 86-87.
" s L
Health Services Department
ALCOHOL/DRUG ABUSE/MENTAL HEALTH
DIVISION
Please direct reply to:
�'p=,• _ -— 2500 Alhambra Avenue,L-1
srA cotiri Martinez, Ca 94553
(415)372-4380
June 26, 1986
Jim Hill
Program Analyst, County Operations North
State Department of Mental Health
1600 9th Street
Sacramento, CA 95814
Dear Jim:
As required in DMH Letter 86-16, Contra Costa County is formally sub-
mitting a proposal to retain 1985-86 unexpended funds for the Homeless
Mentally Disabled Targeted Supplemental Fund in the amount of $494,582
and for the Supplemental Residential Care Services Fund in the amount of
$146,274.
Rollover Proposal for Homeless Mentally Disabled Program
The County has experienced a delay in starting up the Homeless Mentally
Disabled Program which was approved by the State Department of Mental
Health in January 1986. As a result of this delay and a local decision
to reissue an RFP for the provision of Drop-in Center and Shelter ser-
vices, the programs will not be implemented until the early Fall of
1986. The County's original approved proposal to the State targeted the
majority of the first year allocation for facility start-up, renovation,
purchase of equipment and supplies, and training in benefits and other
advocacy services to the homeless mentally disabled. We are requesting
that the 1985-86 rollover funding in the amount of $494,582 be applied
to essentially the same purpose as was previously approved by the State
Department of Mental Health. Failure to approve this rollover expen-
diture request will make it impossible for Contra Costa County to imple-
ment proposed homeless mentally disabled services.
All of the rollover funding is proposed to be applied to the Homeless
Mentally Disabled program in accordance with expenditure requirements of
W & I Code, Section 5715 as amended by AB 2381 . A detailed rollover
budget is attached for your review and approval. Also attached is a
Contra Costa County Board of Supervisors Resolution which certifies that
the County will provide the required ten percent match funding.
Contra Costa County
A 03
Page 2, Hill
Rollover Proposal for Targeted Supplemental Residential Care Services Program
(SB 155)
It is proposed that unexpended SB 155 funding in the amount of $146,274 will be
applied to pay for Supplemental Residential Care Services for clients at Level I
and Level II assessed need as follows:
Level of Care 1-6 Beds 7-15 Beds 16-49 Beds 50+ Beds
Basic Care Rate NA NA NA NA
Level I (min) $24,378 $12, 189 $12,189 NA
Level II (mod) $54,000 $11 ,336 $32,180 NA
$78,378 $23,525 $44,369
Administrative and programmatic support to certify licensed Board and Care faci-
lities, train facility operators, provide necessary supplemental case management
support, and assess clients will be funded through the 1986-87 allocation
(allowable administrative cost) and through the County's existing Short Doyle
allocation.
If the County is provided with SB 155 rollover funding, this allocation will
increase the number of clients who can be served in the program during FY
1986-87. In subsequent Fiscal Years the number of clients served will decrease
to reflect the available funding. All rollover expenditures will be in keeping
with the County's approved application for Supplemental Residential Services
funding submitted to the State Department of Mental Health in Fy 1985-86. These
requested expenditures are in compliance with W & I Code allowable expenses.
If you have any questions regarding either of these proposals for rollover of
1985-86 unexpended funds, please contact either me or Gale Bataille.
Sincerely Yours,
Stuart McCullough
Assistant Health Services Director
Alcohol/Drug Abuse/Mental Health Division
Attachments: Homeless Mentally Disabled Rollover Budget
Board of Supervisors Resolution
cc: Mark Finucane
Gale Bataille
Bob Proctor
June Skarr
CONTRA COSTA COUNTY
HOMELESS MENTALLY DISABLED PROGRAM
ROLLOVER BUDGET FY 86 - 87
I. Implementation Staffing
A. Project Manager $ 34,639.00
Clerical Support 7,100.00
Sub-Total $ 41,739.00
B. Operating Costs
- Supplies and Equipment 1,955.00
- Travel Reimbursement 1,180.00
Sub-Total 3,135.00
C. Training/Outreach 25,000.00
Benefits Advocacy Training
(for Contract & County Progr. Staff)
Mental Health Consumer Survey/Outreach 3,000.00
Misc. Training and Consultation 24,000.00(1)
Sub-Total 52,000.00
Total $ 96,874.00
II. Facilities Start-Up/Renovation
A. Multi-Service Center
Facility Renovation $ 30,000.00
Furniture 10,000.00
Appliances and Equipment 11,119.00
Lockers and Mail Boxes 2,000.00
Supplies per site (linens, food, service 7 000000.00
mise supplies) Sub-Total 0,6 119.00 $180,357.00 (3 sites)
B. Shelter
Facility Renovation 150,000.00
Furnishings 30,000.00
Appliances and Equipment 15,000.00
Supplies 8,000.00
Linens 2,500.00
Sub-Total 205,500.00
Total $385,858.00
III. Facilities Start-Up/Staffing
A. Multi-Service Center
Center Coordinator $ 1,600.00(2)
Benefits 400.00
Sub-Total 2,000.00 $ 6,000.00 (3 sites)
B. Shelter
Shelter Coordinator 4,500.00(3)
Benefits 1,350.00(4)
Sub-Total 5,850.00
Total $ 11,850.00
START-UP TOTAL $494,582.00
NOTE: (1) Includes extensive training of Case Management System staff to improve
service to the target population
(2) Center Coordinators, 1 months
(3) Shelter Coordinator, 3 months
a-
A STATE OF CALIFORNIA—HEALTH AND WELFARE AGENCY GEORGE DEUKMEJIAN,Governor
DEPARTMENT OF MENTAL HEALTH
1600—9th STREET
SACRAMENTO,CA 95814 �
(916) 323-8173 May 22, 1986
DMH LETTER NO: 86- 16
TO: LOCAL MENTAL HEALTH DIRECTORS
LOCAL MENTAL HEALTH PROGRAM CHIEFS
LOCAL MENTAL HEALTH ADMINISTRATORS
COUNTY ADMINISTRATIVE OFFICERS
CHAIRPERSONS, MENTAL HEALTH ADVISORY BOARD
SUBJECT: RETENTION OF UNEXPENDED FUNDS
EXPIRES: Retain until superseded
REFERENCE: Welfare and Institutions Code (W & I Code)
Section 5714.2 as repealed and added by
Chapter 1327, Statutes of 1984 (AB 2381) ,
W & I Code Sections 5680 et seq, 5725 et seq,
and Section 18 of Chapter 1286, Statutes of
1985 (AB 2541) . Modifies DMH Letters 85-17,
85-37, 85-41, and 86-03 ; and DMH Information
Notices 85-07 and 85-09.
This letter rescinds and supersedes DMH 86-09 dated April
23 , 1986.
Welfare and Institutions Code Section 5714.2 provides that
subject to the approval of the Department a county may
retain unexpended funds allocated to it for expenditure for
mental health services. The purpose of this letter is to
establish the Department' s policy and procedures regarding
the retention of unexpended funds for Fiscal Year 1985-86
only. Efforts have been made to provide counties with
maximum flexibility in utilizing unexpended funds within the
constraints of law.
The policy contained in this letter applies to counties
participating with the State in Negotiated Net Amount (NNA)
contracts pursuant to W & I Code Section 5705. 2(c) and to
funds for services to the judicially committed pursuant to
W & I Code Sections 5709. 8 and 5710. 1. The procedures
contained in this letter, however, do not apply to SB 900
counties. SB 900 counties are restricted by the provisions
of their approved negotiated net amount contracts with the
State.
DMH Letter No: 86- 16 -2- May 22, 1986
POLICY
Counties are required to submit local program proposals for
the use of unexpended State general funds (savings) which
are realized in Fiscal Year 1985-86 , consistent with W & I
Code Section 5714. 2. Proposals will be reviewed in
accordance with the following provisions:
1. Proposals must be directed toward projects which
enhance mental health programs.
2. Proposals for programs anticipated to continue in
future years must include anticipated source( s) of
future funding.
3 . Proposals must meet the expenditure requirements of W &
I Code Section 5715 as amended by AB 2381 which
specifies allowable costs.
4. UNEXPENDED FUNDS CANNOT BE USED FOR 24-HOUR HOSPITAL
SERVICES.
5. Unexpended Community Residential Treatment System
(CRTS) funds must be used only for CRTS programs in
accordance with DMH Letter 81-28 dated September 15,
1981.
6. Unexpended funds from the Supplemental Residential Care
Services program (SB 155) must be used only for that
program in accordance with DMH Letter 85-40 dated
November 18, 1985.
7. Unexpended Target Supplement Funds (Homeless) must be
used only for approved "Homeless" programs in
accordance with DMH Letter 85-37 dated October 15,
1985. Proposals to expand criminal justice diversion
programs in Fiscal Year 1986-87 utilizing unexpended
Fiscal Year 1985-86 Section 18 (AB 2541) funds will not
be considered. Fiscal Year 1985-86 Section 18 savings
may be retained for expenditure in F.Y. 1986-87 for
programs for the mentally disabled homeless.
8. The Local Mental Health Director must submit a Board of
Supervisor Resolution certifying that the county will
provide the required matching funds.
DMH Letter No: 86- 16 -3- May 22, 1986
9. Although the Department encourages the maximization of
Federal Financial Participation (FFP) , unexpended funds
may not be used for Short-Doyle/Medi-Cal services.
State general funds included in the county' s initial
allocation and budgeted for ongoing services must be
utilized to maximize FFP.
10. The county should not exceed its state hospital day
allocation. If the county exceeds the allocation, with
the exception of AB 299 days, any unexpended funds will
be applied first to pay for the excess use. Payment
will be based on the state hospital marginal cost of
approximately $135 per day.
11. The amount of unexpended funds which the county is
approved to spend in the subsequent fiscal year is the
amount of actual unexpended funds as determined in the
1985-86 cost report settlement. Counties may request
to shift funds within an approved proposal or between
approved proposals. Requests must be received on or
before April 1, 1987 and must be approved by the
Department. When approved, the requests must be
incorporated into the final 1985-86 rollover budget
which is due June 1, 1987.
12. Unexpended funds from the Fiscal Year 1985-86 must be
expended or encumbered by June 30, 1987. If
encumbered, the funds must be liquidated and included
as an actual expenditure in the 1985-86 rollover cost
report which is due November 30, 1987.
The Department' s audit policy will require compliance with
these provisions and with approved proposals.
PROCEDURES
The Department has established the following procedures and
timelines for the use of unexpended funds:
By June 2, 1986
It will not be necessary for counties intending to submit a
proposal for the retention of unexpended funds from their
Fiscal Year 1985-86 allocations to identify those funds in
an amended final CR/DC program budget until February 28,
1987 (see below) . A letter of intent due June 2,1986, is
required, however. The letter of intent is needed by the
Department to encumber savings for expenditure by counties
during Fiscal Year 1986-87. The letter must delineate a
DMH Letter No: 86- 16 -4- May 22, 1986
priority listing of program proposals for any unexpended
funds which may become available after initial settlement of
the 1985-86 cost report. It is not necessary to identify
expenditure amounts.
By July 15 , 1986
Detailed proposals for the use of unexpended funds must be
submitted as an amendment to the County Plan for Fiscal Year
1985-86. Proposals are to include a line item budget of
proposed expenditures, but the budget need not reflect
expenditures in applicable CR/DC provider cost centers.
The proposal should also contain:
( 1) A narrative briefly describing the project and how
it will enhance the county' s mental health system:
(2) Identification of anticipated sources of future
funding for programs continuing for more than one
year; and
( 3 ) The Local Mental Health Director must submit a
Board of Supervisors Resolution certifying that the
county will provide the required matching funds.
Consistent with the above policy on CRTS programs, CRTS
funds must be separately identified. Funds for supplemental
residential care services and services to the mentally
disabled adults who are homeless must also be separately
identified.
Proposals must be submitted to the Department' s County
Operations liaison staff. County Operations staff will
review the proposals in accordance with the above provisions
and will assess current and projected state hospital
utilization.
By August 15 , 1986
The Department will respond in writing to proposals. Upon
approval of the County Plan amendment, the county will be
authorized to expend the unexpended funds. Any funds owed
the State as a result of cost report settlement will be
deducted from the county' s current monthly advance.
h '
DMH Letter No: 86- 16 -5- May 22, 1986
By December 1, 1986
The initial cost report for Fiscal Year 1985-86 must be
submitted to the Department. This cost report will reflect
actual expenditures for the Fiscal Year 1985-86.
By February 28 , 1987
A CR/DC program budget revision is due within 30 days after
counties receive a reallocation of 1985-86 funds based upon
cost report settlement for rollover purposes. This date is
estimated to be February 28, 1987. The rollover allocation
will be based on funds available from the initial settlement
of the county' s cost report taking into consideration the
amount of funds needed to cover any excess use of state
hospital days. The marginal cost of $135 per day will be
used in determining the assessment for excess use. It is
important to note that when rollover funds are expended
prior to Short-Doyle/Medi-Cal reconciliation, the county
could experience a shortfall. In such an event, the
county' s most recent Short-Doyle claim will be offset to
recover funds due the State.
In preparing the CR/DC program budget revision, the standard
CR/DC budget format is to be used.
By June 30, 1987
Unexpended Funds for approved proposals must be expended or
encumbered. Encumbered funds must be liquidated and
included as actual expenditures in the rollover cost report
which is due November 30 , 1987.
By November 30, 1987
A supplemental cost report for Fiscal Year 1985-86
unexpended funds which are expended in Fiscal Year 1986-87
must be submitted. This cost report is necessary in order
to account properly for these funds.
Four separate cost reports will be due no later than
November 30, 1987 labeled as follows:
Program Type 01 Regular Cost Report for Fiscal Year
1986-87 Expenditures (Regular Short/Doyle, Supplemental
Residential Care and CRTS)
Program Type 02 1985-86 Unexpended Funds Expended in
Fiscal Year 1986-87 (Regular Short-Doyle, Supplemental
Residential Care and CRTS)
DMH Letter No: 86- 16 -6- May 22, 1986
Program Type 03 Cost Report for Fiscal Year 1986-87
Target Supplement Fund Expenditures (Homeless)
Program Type 04 1985-86 Target Supplement Fund
Unexpended Funds - Expended in Fiscal Year 1986-87
(Homeless)
All questions pertaining to the retention of unexpended
funds should be addressed to your County Operations
representative.
D. MICHAEL O'CONNOR, M.D.
Director
cc: California Council on Mental Health
County Operations Chiefs